SubcontractsNew Policies/Procedures Brown Bag March 24,

2010Deb Fisher, Director ORS Preaward

Flossie Perry – Subcontract Administrator Susan Pomponio – Sr. Subcontract

Administrator Tina Hunt – Subcontract Admin. Assistant Kim Garrison – Director, Post Award

Administration Tina Nemetz – Subcontract Assistant TBD – Subcontract Associate Director

ORS Subcontract Personnel

Deborah Fisher, Research Services Angela Hay, School of Medicine Tina Hunt, Research Services Gayle Meadows, School of Medicine Tina Mellon, School of Arts and Sciences Peggyanne Molli, School of Arts and Sciences Linda Nace, School of Medicine Flossie Perry, Research Services Susan Pomponio, Research Services Christine Zay, School of Arts and Sciences

Subcontracts Focus Group

First qtr. 2010: 146 new subcontracts and 76 modifications – 36% increase from first qtr. 2009

90% increase in number of BA memos in February from average over the last 12 months – shows effectiveness of new mailbox.

Subcontract Statistics

Receipt of Subaward request form Determination of package completeness Subrecipient monitoring Assembling subaward and sending to

subrecipient Receipt of executed subaward and final

execution Issuance of notice to dept. BA to process PO

Subcontract Process

SUBAWARD REQUEST FORM (draft)

Challenge in distributing and tracking the volume of requests received

Establishment of dedicated email account One person responsible to assign requests

based on fund number Subfolders allow tracking of request status

from receipt until completion Mandatory use of PennERA activity log as

status source available to the department

Receipt of Subaward request form

More than half of the subaward request forms received are incomplete

What information does ORS need and why? Revised form content and format for easier

completion Decision regarding responsibility for

obtaining certain information and documentation has affects on processing time at ORS

Determination of package completeness

Converting from a “reactive” to a “proactive” approach

New procedure to request A-133 reports as well as financial reports from all current sub-recipients beginning each April.

Current recommendation remains that departments should request foreign subs at, or close to, the time of proposal rather than waiting until the award is received.

Subrecipient Monitoring

Template choices, sending signed or unsigned agreements, distribution process

Thorough review of all available templates – decision on appropriate templates for use – central location for easy access

New policy to send subcontracts unsigned when all documentation is not yet available

New policy to send all subcontracts electronically to both subrecipient sponsored programs official and dept BA when identified

Assembling subaward and sending to subrecipient

Executed subcontracts being received different places at ORS

Cover letter clearly states that subcontracts should be sent electronically to subcontracts@lists.upenn.edu

Subcontracts received by ORS staff are to be forwarded to same email address

Subcontracts received hard-copy are scanned and sent to same email address

Receipt of executed subaward and final execution

Lag time in issuance of BA memos – responsibility for new vendors

One person responsible for issuance of BA memos.

BA memos issued electronically Dept BA’s responsible for identifying and

establishing new “suppliers” with Purchasing.

Issuance of notice to dept. BA to process PO